Assistant, Engineering Office

TTC (Toronto Transit Commission); Toronto; Hybrid; CAD 64,000 - 80,000; Part time

Benefits offered by this job

Pension plan

Health coverage

Hybrid work model

Professional development

Inclusive culture

Job summary

The Toronto Transit Commission (TTC) is seeking an Assistant to support the SEC team. You will provide administrative and secretarial support, coordinate all administrative functions, and help ensure the section meets its duties.

Responsibilities include proofreading, data coordination for reports, and maintaining financial documentation. A strong office administration background and proficiency in Microsoft Office are required.

Qualifications

• Secondary school education in office administration or equivalent with relevant experience.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Access).
• Strong organizational, communication, and typing skills.

Responsibilities

• Provide general administrative support to section staff.
• Proof-read and prepare correspondence, reports, and presentations.
• Coordinate data for reports and maintain centralized financial documentation.
• Procure and reconcile office materials; manage petty cash and mileage claims.
• Maintain office equipment and supplier relationships; ensure safety equipment inventories.

Skills

Plan and organize

Manage records

Office software

Record keeping

Education

Secondary school diploma

Tools

Microsoft Office

Maximo

Job description

Salary Information: $64,355.20 - $80,462.20

Employment Type: Temporary for 12 months (Hybrid)

Weekly Hours: 35 Off Days: Sat and Sun Shift: Day Reports to: Manager, Electrical Engineering

The Toronto Transit Commission (TTC), North America's third largest transit system and recognized as one of the top places to work in the GTA has introduced its new 2024-2028 TTC Corporate Plan - Moving Toronto, Connecting Communities which continues the TTC’s legacy of delivering service to hundreds of millions of customers a year. The TTC’s new vision and mission statements also help promote the many environmental, social equity and economic benefits that the TTC provides:

Vision: Moving Toronto towards a more equitable, sustainable, and prosperous future.

Mission: To serve the needs of transit riders by providing a safe, reliable, efficient, and accessible mass public transit service through a seamless integrated network to create access to opportunity for everyone.

Are you seeking a new and exciting job opportunity? We are looking for an Assistant to support our SEC team. The Assistant will be responsible for providing administrative and secretarial support and coordinating all administration functions to ensure the section is able to meet its duties and responsibilities.

What You Will Do

• Provide general administrative support to section staff.
• Proof-read, edit and word process a variety of general, technical and confidential correspondence, memos, Board Reports, Staff Summary Sheets, presentations, charts, specifications, etc.
• Compile, retrieve and coordinate correspondence and data for section staff for general use and in the preparation of reports.
• Order, receiving, checking materials required for the day-to-day operation of the section, and reconciling monthly statements against purchases.
• Administer Industrial computer procurements for various Operations groups.
• Develop and maintain a centralized database for financial documentation (e.g. purchase order requisitions, purchase order authorization amendments, certificates of payment, invoices, etc.).
• Arranging and distributing employee passes, cheque requests, petty cash, processing mileage claims, etc.
• Maintain an adequate stock of supplies, and perform routine maintenance on, office printers, plotters, facsimile machines and photocopiers (e.g. toner, paper, clearing paper jams, etc.).
• Act as a key coordinator for the section, which involves submitting requests via the Maximo key application, corresponding with various departments to clarify requirements and obtain approvals.
• Coordinate and schedule training courses for staff and contractors and maintaining associated records
• Ensure documentation received for weekly attendance, overtime, lieu time, vacation requests, etc., authorized and maintained in a centralized file.
• Prepare and maintain job assignments, project schedules and master project schedule listings.
• Maintain a safety equipment inventory and obtain safety equipment/wear for section employees, processing employee work clothing and dry cleaning vouchers, and safety footwear vouchers in accordance with Corporate policy
• Collect and organize safety related statistics and information including section minutes, workplace inspection reports, SIIP investigations, injury reports, etc.
• Substitute for other clerical staff in the section as require.
• Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Helps to build an inclusive and accessible work and service environment for all employees and customers. Ensures the needs of employees and customers are accommodated in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies

What Skills Do You Bring?

• Plan and organize activities / projects to meet section and organizational goals
• Create, document, and manage information and records
• Use office technology, software and applications
• Maintain documentation and historical records

What Qualifications Do You Bring?

• Completion of secondary school education in office administration and relevant work experience or a combination of education, training and experience deemed to be equivalent.
• Sound knowledge of business administration concepts and practices; modern office methods, practices and equipment; research methods and techniques.
• Your application will reveal proficiency in the use of computer and software applications such as Microsoft Office (Outlook, Word, Excel, PowerPoint and Access).
• Must have basic mathematical skills; good keyboarding skills and an excellent knowledge of grammar, punctuation, spelling, etc.
• This position requires strong organizational skills to categorize files and / or documents, and good interpersonal, verbal and written communication skills to exchange and verify information.
• Knowledge of technical records management, engineering disciplines and technical terms / phraseology applicable to the work would be a strong asset.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at [phone] or [e-mail] . Any information received related to an accommodation will be addressed confidentially.

General Prohibition in Hiring Process

The TTC is also committed to a fair hiring process based on job related qualifications, merit, and abilities. You are expected to write your own materials and provide your own qualifications and experiences during the hiring process. The TTC will not tolerate the use of artificial intelligence or external resources in any of your submissions or responses, or the disclosure of interview questions to others. By submitting your application, you acknowledge and agree to the following:

• The use of any artificial intelligence (AI) tool including, but not limited to, ChatGPT and Microsoft Copilot, to generate or produce any information or materials to be submitted or any response to any assessment question or any interview question, is prohibited.
• All information and materials you submit, including resume, cover letter, and assessment responses, are your own original work without the use of any AI tool
• During any interview, your response to any interview question is your own without the use or assistance of any AI tool or any person.
• You will not disseminate or disclose to any person any interview question.

Should you breach the prohibition of AI tool use, or information dissemination or disclosure, you will be in violation of TTC’s hiring process and TTC may withdraw your application and may prohibit you from participation in the TTC hiring process.

Relatives of TTC Employees

The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.